2021-03-31-accounts

Lyminge Village Hall - Trustees’ Annual Report

1 April 2020 – 31 March 2021

Reference and administration details

Registered Charity No. 281845

Lyminge Village Hall, Woodland Road, Lyminge, Folkestone. CT18 8EW E-mail: [e-mail]

Names of Trustees

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Mr Gerard D'cruz (appointed 15 [th] June 2021)
Chair
Mrs Jane Michotte Vice-Chair
Mrs Kate Bennett Treasurer
Mrs Sandra Luck
Mrs Penny
Stephens
Mr Paul Jarvis (appointed 15 [th] June 2021)
Mrs Caroline Burt (appointed 15 [th] June 2021)
Mr Gerard R (appointed 15 [th] June 2021)
D'cruz
Mr Owen Standen (resigned 7 [th] December 2021)
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Sources of advice and support

Bank: Barclays, 67 Sandgate Rd, Folkestone, CT20 1RY Rural Kent – Action with communities (ACRE) [e-mail] Folkestone & Hythe District Council Lyminge Parish Council Fire Security: Central Rescue Station, Aylesham, Kent, CT3 3AE

Lyminge Village Hall - Annual Trustee Report 2020-21

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Structure, governance and management

Governance

Lyminge Village Hall was established by a Trust Deed & Lease dated 20 May 1980, amended 22 May 1990. It was registered with the Charity Commission on 16 February 1981.

Appointment of Trustees

The governing document for the village hall is the constitution, written when the hall was given over to the village in 1980. It states in clause 3(7) that all members of the committee shall retire together and stand for re-election at the AGM. Part 1 of this clause states that the committee should consist of nine elected members and representative members, and may not contain more than five co-opted members.

Lyminge Judo Club, Lyminge Short Mat Bowls Club, Lyminge Youth Club and Lyminge Preschool are all regular users of the hall. Only the preschool has a representative trustee. Other groups have opted to send representatives to some meetings without acting as trustees.

If there are nine candidates or less then the committee can be elected en bloc by a show of hands. If there are four or more further nominations then the election moves to a ballot.

Policies and Procedures

To guide the management committee in exercising its duty of care to volunteers and users of the hall, the following policy statements have been adopted:

• Health & Safety Policy

• Child Protection Policy

• Vulnerable Adults Policy

Copies of these policies are included in the Trustees’ Welcome pack

Lyminge Village Hall - Annual Trustee Report 2020-21

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Risk management systems and procedures

Hiring Agreement: Use of the village hall is subject to a Hiring Agreement

which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement.

Licences: The hall has a Premises Licence (not including alcohol) and is registered with the local authority for small society lotteries.

Insurance: The Management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance. The village hall is insured with respect to

property damage (buildings insurance - £809,101 cover) . Insurance cover is also in place with respect to contents, public liability, employers’ liability and legal assistance.

Building Issues: A building condition survey is undertaken at 5-year intervals by a qualified surveyor. Other routine Health and Safety routine checks include:

• Gas appliances and portable electrical appliances are tested by qualified personnel annually.

• The mains electrical installation is checked by a qualified engineer every 5 years.

• A Fire Safety Risk Assessment is updated annually by the Committee’s own Fire Safety Officer as required by law.

• Firefighting appliances are inspected annually under contract with the supplier.

• Volunteers from the Committee carry out other regular maintenance checks.

Lyminge Village Hall - Annual Trustee Report 2020-21

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Objectives and activities

Objects and aims

The charity's purpose as set out in its governing document is to hold the village hall upon trust for the benefit and use of the inhabitants of the Parish of Lyminge without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time, occupation with the object of improving the conditions of life for the said inhabitants.

Principal activities in pursuit of objectives

• Use of the village hall for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the inhabitants

• The hall is in use most days of the week for a variety of activities with our main user group being Lyminge Pre-School . Our other regular hirers are Short Mat Bowls, Youth Group and Judo.

• The hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions and occasional fundraising events.

Public benefit

The trustees confirm that they have complied with the requirements of section 17 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales.

Volunteers’ Effort

Management costs are kept to a minimum through the use of volunteers for regular maintenance and cleaning of the hall. On average 20 hours of volunteer time are given each week to cover routine tasks such as bookings management, cleaning and maintenance. In addition, trustees give 40 hours a month for meetings and 200 hours per annum in organising and running fundraising events.

Lyminge Village Hall - Annual Trustee Report 2020-21

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Achievements and performance

During the year the Trustees worked hard to make the hall attractive to potential users and measure their success by the range of users and the hall occupancy.

Occupancy is the number of sessions x rooms occupied compared with the maximum number of sessions x rooms available. Thus 2 rooms available for 3 sessions a day, 7 days a week gives a maximum occupancy of 2184 per annum.

In 2009 occupancy reached 80% (2008: 72%).

The increase was due to 3 new regular users – a Computer Class, a Singing for Pleasure group and a Family History Class.

Financial review

Funding Strategy

It is the strategy of the Trustees to manage the revenue budget on a selffinancing basis. The contributions made by users of the hall are set to achieve this. Grant funding is sought to finance additional expenditure, including improvements to the leasehold property.

Reserves Policy

The Trustees consider free reserves equating to at least 12 months expenditure including unforeseen expenditure in relation to building maintenance or urgent equipment replacement. A minimum of £15,000 is therefore held in a designated savings account for this purpose.

The Trustees are responsible for the maintenance of the village hall and from time to time this involves major works far in excess of cash reserves held. On identifying such major works, fundraising is undertaken with the object of meeting the costs in full (i.e. without needing a loan). Such funds would be restricted. There are no restricted funds in hand.

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

Lyminge Village Hall - Annual Trustee Report 2020-21

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Full name(s)
Position Chairperson
Date
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Lyminge Village Hall - Annual Trustee Report 2020-21

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CHARITY COMMISSION FOR ENGLAND AND WALE5 Rec•lpts and payments accounts For the parlod from CC16 To Section A Receipts and payments Unrèstricted fund$ to the nearest Rèstrl¢ied En(knvment funds nd$ T¢)tal funds Last yèar ta the noar•st to the n8ar•$t A1 Rec•lpts LVH Grant Incomè Hall Hirè Fundraisin Donations Interest receivèd 21,873 3,904 21,873 3,904 18,720 3.161 1,500 104 50 95 so 95 Sub total(Gross incom8 forAR) 25.922 25,922 23N85 A2 Ass•t and Investmènt Sales, se8 tab￿ . Sub total rotal rocelpts 25,922 25.922 23,48S A3 Payments Adminstration and advertising Utilities Ra airs and Maintenan Insurancè Other hall runnin Fundraisin Relunds 924 8,612 8,317 874 213 924 8,612 8.317 874 213 1.801 9.388 4,516 875 304 1,440 ¢xsts 210 19.149 210 19.149 SI￿ total 18.324 A4 Asset and investment purchas8$. (see tabl•l New kitchen 14,620 Sub total 14.620 Totalpayments 19,149 19,149 32.944 Nel ofr8¢¢Wts/(paymènts) AS Transfers bèt4bTen funds A6 Cash funds last yèar ènd Cash funds thls yoar ènd 6,772 6,772 9N58 24,445 31.217 24,445 31,217 33.904 24,445 CCXX R1 aecounis ISSI 18101r2022

Section B Statement of assets ar￿ liabilities at the end of the period Unre5tricled funds Restricted funds Endowment funds to nearest £ to nearest £ to n&ar•st £ 81 Ca$hfundB Barclay5 Curr8nt account NS&I 17.645 13,244 329 Petycash Totale•sh funds 31.217 l¢lyI¥¥ Udl¢JllLtrb Wllll IVLVIVI and payments accountlsll Unrèstrletèd funds to farest £ Rèstricted funds to nearest £ Endow7nent funds to n8ar8st £ FurKI to which asset belongs Cost Ic.pllon•ll Curront vahJ9 loptlonall DEtaTIs B3 Investment assets Fund to which asset longs Cost loptlonall Current value loptionall Det3i1s B4 Assets retained for the charty's own u$e The Chariiyhasa leasehold inrertsr in theVillaEeHall buildin6. Thi5wa5included in thestatefflent of a55WS and liabilitiesat 31.3.2017bui iheTrusteescongder it moreaproprieto excludeitfrom this report since there Is no intention to sdl it. Moredetail i5provided in theTru5ree Annual Report. Fund to which Ilabillty r8lats¥ Amount due {optk*nall When due opt40nall Detai15 B5 Uabllltles Signed by one or trusteas on b8h8lf of all the trustees Signature Print Name Date of approval .Dc Cr. 2311 CCXX R2 ¥¢c4)unts ISSI 1810112022

CHARITY COMMISSION FOR ENGLAND AND WALES Independent xaminer's report on the accounts Section A Independent Examiner's Report Report to the trustee81 membors of Lyminge Village Hall On accounts for the year endod March 2021 Charity no lif any} 281845 Set out on pages I report lo the trustees on my examination of the accounts of the above charity I'lhe Trust") for the year ended Responsibilities and As the charity trustees of the Trust. you are responsible for the preparation ba818 of rnport of the a￿OuntS in accordance with the requirements of the Charrties Act 2011 1.the Acl'l I report in Tespect of my examination of the Trust's itxounts caffied out under section 145 of the 2011 Act and in cafrying L:. my examination, I have followed the applicable Diredions given by the Charity Commission under section 1451511bl of the Act. I have completed my examinion. I confim that no material matters have ome lo my attention lolher than that disclosed below ') in connection wrth the examination which gives me cause lo believe that in, any material respect. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord wrth the accounting records Independent examinorfs slatement I have no concerns and have come across no other matters in connedion with the examination lo which attention should be drawn in order lo enab proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply Slgned: Date: 2fh Jan 2022 Name: Elisabelh Hirlemann Relevant professional qualificationlsl or body Ilf any): FLA Rtli •ea Address.. Ljr IER October 2018